19/31 ………………………………………………………Signed ………………………..Dated PARISH COUNCIL

MINUTES OF THE FULL COUNCIL MEETING of the Parish Council held at Audley Pensioners Hall, Church Street, Thursday 20th June 2019 at 7pm Present: Chair: Mr N Hayes Councillors:, Rev Taylor, Mrs C Richardson, Mr. M. Whitmore, Mrs. V. Pearson, Mr. R. Garlick, , Miss N. Mayer, Mr D Butler, Mr N Crisp, Clerk – Mrs C Withington There was 1 member of the public present 1. Chair to sign Declaration of Acceptance of Office Rev Taylor opened the meeting and Mr Hayes signed the Declaration of Office in relation to the position of chair, which was resolved at the last meeting. Mr Hayes stated that he felt it was his duty to thank Cllr Proctor for his many years of hard work and dedication to the Parish Council. To receive apologies – Mr. M. Joynson, Miss A. Borowski, Mr. C. Cooper, Mr D. Jervis 2. To consider approving and signing minutes of the Parish Council meeting on 22nd May 2019 RESOLVED that these be signed as a true and accurate record. The Minutes were signed at the meeting. A matter arising in relation to the felling of 2 oak trees at Albert Street play area was raised due to earlier decisions taken in December to approve the recommendations of a tree survey completed by the Borough Council’s Tree Officer, which looked to fell them in view of their poor condition. The scheme included felling, pruning and thinning of a number of poor quality young trees by overhead power lines, at the rear of the site and also in a cluster by the footpath/bridge. It was noted that if any birds are found nesting no trees will be felled and work suspended, unless it would leave the tree in an unsafe position. Pruning is acceptable again providing it doesn’t disturb the nesting birds. The Clerk clarified that the Parish Council are only responsible for the trees within the Parish Council’s ownership.

The Clerk stated that the Tree Officer had provided more clarity regarding the condition of the oak trees, in that the outer bark which supplies nutrients is healthy however the inner structure of the tree is hollow and suffering from decay. The inner structure provides the strength to hold up the entire tree and is at risk of failing. As most oaks can tolerate fungus, they compartmentalise it however in view of the large basal cavity present in one it is clear that this has not happened. The other has suffered from fire damage and is now showing signs of die back at the rear, for no known reason. Therefore the recommendation in the tree report considered in December, was to take a cautious approach and fell them in view of the proximity to the children’s play area and the potential for further vandalism to the trees. The Tree Officer had stated that they are borderline and that they could be monitored annually to ensure no further signs of decay. The Tree Officer suggested carrying out an ultrasound check of the trees to get a baseline picture to work from in terms of future monitoring. However this could cost around £400 per tree based on a quote obtained. Miss Mayer suggested that we should seek a second opinion to validate the survey findings – as it was important to retain them. Miss Mayer suggested that the trees are fenced off to stop any further damage and to keep people a safe distance away from them – especially as it is not known how much life is left in the trees. It was noted that last summer there were items removed from the area following fires and camps.

Revd Taylor reminded all parish councillors of the Nolan principles and code of conduct which they are all bound by, especially when debating matters over social media. He reminded members that they need to respect the decision of the Parish Council as a corporate body, which may not always be their personal 31

19/32 ………………………………………………………Signed ………………………..Dated view.

Mr Whitmore stated that we as a Parish Council have a duty of care to maintain the parish assets in a safe and proper manner, and if the advice of the Tree Officer is to remove unsafe trees, then we should follow the advice – to avoid being held liable in the future. The Parish Council noted the concerns of individuals which had been sent to the Clerk over the last few days regarding the 2 oak trees and the comments on social media. It was noted that the work for the 2 oak trees had been suspended until the end of bird nesting season due to bird nests found in one of the trees. However it was RESOLVED to postpone Agenda the work to the 2 oak trees and to monitor them, with a review of their current Novemb condition in six months (December/January). er

Mrs Pearson stated that we have an obligation to when making decisions to consider the impact on the environment and climate change. 3. Declaration of Disclosable Pecuniary interest in any item on the agenda None 4. Public Participation: No items raised, except a point of clarification regarding the situation with the 2 hollow oak trees at Albert Street, one of which was damaged by fire and showing signs of die back, and the other by a fungal decay. 5. To receive an update from Audley LAP and Police / Parish Liaison Committee There was no police present at the meeting. However regular police/parish liaison meeting had been held attended by Mr Whitmore. It had been noted that there were 3 investigations underway as a result of the CCTV cameras. 6. Planning - To consider any planning applications received, including:- Construction of 6no. additional car parking spaces and associated drop kerbs. Land West Of Ravens Close Newcastle Under Lyme Ref. No: 19/00429/FUL Village Env/Delegated RESOLVED to support this application, as cars off the road are a priority. Removal of condition 4 (occupancy restriction) of planning permission 11/00251/FUL - Conversion of existing outbuildings into one dwelling, to be occupied as an annexe to the main dwelling, and alterations and additions to form first floor accommodation The Barn Barthomley Road Audley Newcastle Under Lyme Staffordshire ST7 8HU Ref. No: 19/00448/FUL Green Belt/Delegated RESOLVED to support the application. Approval of the scale, materials and landscaping of the site (erection of a two storey dwelling) 49 Vernon Avenue Audley Stoke-On-Trent Staffordshire ST7 8EG Ref. No: 19/00406/REM Village Env/Delegated – RESOLVED to suggest a site visit is held due to the size of the site and the scale of the proposed building, to ensure it is appropriate. Two storey side extension, detached double garage with single storey link creating utility and enlarged kitchen area at the rear. 2 Hill Crescent Newcastle Under Lyme Staffordshire ST7 8BG Ref. No: 19/00404/FUL Village Env/Delegated – RESOLVED to support. Dormer loft extension with new porch to front and balcony to rear 118 Apedale Road Wood Lane Stoke On Trent Staffordshire ST7 8PH Ref. No: 19/00401/FUL Village Env/Delegated – RESOLVED to support. Proposed demolition of existing conservatory and construction of single storey rear extension 25 Georges Way Staffordshire ST7 8QW Ref. No: 19/00386/FUL Village Env/Delegated RESOLVED to support. Replacement conservatory 24 Nantwich Road Audley Stoke On Trent Staffordshire ST7 8DH Ref. No: 19/00374/FUL Village env/Delegated – RESOLVED to support. Second storey side extension over existing single storey 1 Bridge Close Bignall End Staffordshire ST7 8RB Ref. No: 19/00373/FUL Village - Env/Delegated – RESOLVED to support provided it was a proportionate 32

19/33 ………………………………………………………Signed ………………………..Dated increase in relation to the policy and original footprint. Change of use and retention of manege for private use Crofton Farm Boon Hill Road Bignall End Staffordshire ST7 8LF Ref. No: 19/00452/FUL Green Belt/Delegated RESOLVED to support it provided there was no requirement to include floodlights and appropriate drainage had been installed. Two storey side, front and rear extensions and front bay window 3 Monument View Bignall End Newcastle Under Lyme Staffordshire ST7 8QP Ref. No: 19/00425/FUL Village Env/Delegated – No comment.

NOTE THERE ARE SEVERAL CONDITIONS BEING DISCHARGED Application for approval of the Site Investigation Works as required by condition 17 of planning permission 19/00117/FUL - Proposed demolition of existing Working Mens Club and the development of 7 new dwelling houses Resubmission of 18/00329/FUL) Halmerend And District Working Mens Club Co Operative Lane Newcastle Under Lyme Staffordshire ST7 8BL Ref. No: 19/00117/CN17- This was noted and there was concern that the site should be made safe and cleaned up as soon as possible, in view of the remaining gable ends which are considered to be unsafe. It was noted that clarification was sought in relation to the remedial action proposed. 7. Allotments Sub Group – Halmer End Plot inspections to be arranged for July and to consider a request for Plot 16 to erect a fence, and as a result Plot 18 14 to be asked to install new access point RESOLVED that site inspection be arranged between Mr Butler, Mr Cooper and DB CC Mr Hayes at Halmer End. NH It was RESOLVED that the tenant of Plot 16 be allowed to erect a fence and that the neighbouring tenant informed and asked to make arrangements for a new Clerk access. 8. To nominate representatives for the following, and any others as agreed: Audley Millennium Green Trust Clerk It was noted that Miss Mayer may consider the position although it was not confirmed. This will need to be further discussed at a future meeting. 9. Audit of the Accounts year ending March 19 – Appendix A 1. To note the outcome of the internal audit and approve the bank reconciliation statement – RESOLVED that this be noted and that there were no matters arising. 2. To consider the Assertions, and approving Section 1 of the Annual Clerk Governance and Accountability Return (AGAR) 18/19 – RESOLVED that this be approved and signed at the meeting. Clerk 3. To consider signing and approving section 2 of the AGAR- RESOLVED that this be signed and approved at the meeting. 10. GDPR (standing item) Data breaches/Subject Access requests/Information Security – reminder of responsibilities Clerk The use of County Council emails for Parish Councillors will be discussed at the Next next meeting. It was also agreed to consider the Acceptable User Policy and a agenda Code of Conduct in relation to email. It was clarified that debates should not be NH held over email, and also that care must be taken when replying to all to avoid sending personal data onto to others. Next To approve the Information Security Policy – see Appendix B1 – RESOLVED agenda that this will be considered on the next agenda. To approve the updated CCTV policy – see Appendix B2 - RESOLVED that this Clerk was approved. Clerk To approve the updated CCTV Privacy impact assessment – see Appendix B3 – RESOLVED that this be approved. Clerk Renewal of Tier 2 Specification for DPO £250 – RESOLVED that this be approved. 11. Playing Fields/Wildlife Areas inc: • To note Play Area Monthly Inspection for June, and approval of any action required or taken under Delegated Authority – The Clerk reported that there 33

19/34 ………………………………………………………Signed ………………………..Dated had been Nutella smeared over the train at Halmer End, which had been cleaned off by the contractor over the May half term. The play inspection Clerk report was noted. It was agreed to obtain a quote to paint Alsagers Bank for Next the next agenda. The Clerk is to chase up the work in relation to the agenda removal of the bulrushes at Leddys Field. The matter in relation to the Clerk Royal Oak (unstable gate and missing sign at Miles Green) was still outstanding and is to be chased up. Further update re Albert Street Play equipment consultation timetable – A number of options are being considered following a brief meeting. The consultation will occur after school holidays and a meeting with the sub group prior to this. 12. To consider a quote for Queen Street fencing repairs – RESOLVED to approve the work up to £170. 13. To consider Miles Green play area and informal (unauthorised) access points at the rear of the site It was noted that an unauthorised access had been created to the rear of the terrace houses on Heathcote Road. As there are no public rights of way over the land, it was considered surplus to requirements and was to be removed. RESOLVED to remove this and to let the immediate residents know. Quote to Clerk be obtained for the next meeting to block up the hole unless it was under £200, Clerk in which case the work would proceed. 14. Traffic Sub Group/Community Speedwatch – feedback from last meeting held 1. Church Street land in front of shops (now confirmed as Adopted Highway) It was noted that the Clerk had received confirmation from Mike Murphy that the land is privately owned, but adopted Highway. As a result they would not allow cars to park on the frontages, only for pedestrian use or where there are authorised dropped kerbs. It was RESOLVED to look at this matter further once the two Church Street car parks were dealt with. It was noted that the Police were to speak to the owner of the pink car to inform them that it should be taxed and insured plus shouldn’t be parking on there. Also noted that the Alessi park Clerk across the pavement and this should be tackled by the Police. 2. To agree a quote to install posts for SIDS at Ryehills (just up from Builders Merchant), Alsagers Bank (just below Church Hall) and Heathcote Road on the approach to Victoria Avenue (from High Street Halmer End) (approx. £1500) RESOLVED to approve the locations for the 3 posts and costs, pending the Clerk successful funding bid. 15. Standing item - CCTV To note the outcome of the Police and Crime Commissioner Funding bid It was noted that the smaller bid had been rejected by the PCC and that the Parish Council had been asked to resubmit via the Community Safety partnership in August. 16. To start to consider arrangements for Remembrance Day Parade Sunday 10 November 2019 (road closures/traffic management if police not available?) RESOLVED that the Clerk obtains the costs for the 2 road closures and other Next traffic management. It was noted that the Parish Bowman may be available to agenda assist, but there would be no police presence other than for laying a wreath. 17. County Councillor Ann Beech update on Staffordshire County Council matters – Nothing to report to this meeting. 18. • Correspondence and circulars -To review other items received and consider for next agenda A letter of thanks had been received from the Audley Millennium Green Trust which was noted. 19. To consider a quote to replace the rotten noticeboard at Wood Lane at a cost of £885 plus VAT – RESOLVED to approve the quote. Clerk 34

19/35 ………………………………………………………Signed ………………………..Dated 20. Clerks Update – (Appendix C) It was noted that CCTV footage could be used to enforce dog control orders and fouling via the Borough Council subject to signage for both being in place, and CCTV signage. • Mandate update for Natwest (remove Mr Proctor and add another) and Clerk Lloyds Bank (remove Mr Proctor and add another) RESOLVED to approve that Mr Hayes be added to both Natwest Bank and Lloyds as a signatory and to remove Mr Proctor. - Annual Civic Church Service at St Giles’ Parish Church on Sunday 23 June 2019 at 10.30am 21. Councillor Reports (for information only/further actions and decisions must be included on next agenda) Mr Crisp reported that there were only 2 people present for the Speedwatch training. This will be promoted on social media and other methods. Mr Garlick reported an area of concern at Bignall End Road in relation to trip rail and a drop exposed by hedge cutting – both on the Borough Council land. Clerk to report this to the Borough Council and Western Power who seem to carry out the hedge cut. There is also an Elder Tree left exposed and leaning over. It was noted that the flooding had reappeared at Bignall End Road but cleared again. Mrs Richardson noted that there had been a severe hedge cut by Ryehills, during the period of bird nesting. 22. To approve the schedule of payments (Appendix D) and Budget update (Appendix D1) To renew the ICO subscription of £40 RESOLVED to approve the Payments in accordance with the attached schedule and the ICO subscription. 23. TO RESOLVE UNDER THE 1960 PUBLIC BODIES (ADMISSION TO MEETINGS ACT) TO EXCLUDE THE PRESS AND PUBLIC DUE TO THE CONFIDENTIAL NATURE OF THE MEETING TO BE DISCUSSED: • Car Park leases – Butchers Arms – to resolve to approve the lease, and any further queries (media and specification of work to wall) and authorise the Chair and Vice Chair to sign the lease It was acceptable to include all media. The Specification of the wall was also required, and it was suggested that the Clerk states it should be in accordance Clerk with conservation and on a like for like basis. Clerk to obtain pictures of the ground condition to append to the lease. It was thought that apart from that it was almost ready for signing. • Car Park leases –Methodist Church- – to resolve to approve the lease, and any further queries and authorise the Chair and Vice Chair to sign the lease Rev Taylor to liaise with the Church regarding the outstanding lease. • To consider the specification for future surfacing works (and investigatory works) at Church Street car park and Butchers Arms car park It was decided not to pursue any investigative works regarding soakaways etc. as it was clear that the water does soak away. RESOLVED to look to tarmac the Butchers Arm car park with a soakaway at the rear but in view of the obvious drainage issues with the Church car park – it would be best to stick to road plainings in the short term as this would assist with drainage. Clerk to obtain further quotes when the car park is nearing Clerk completion.

Meeting closed at 21.55

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19/36 ………………………………………………………Signed ………………………..Dated Appendix A. Approved Payments Schedule – June 2019

TOTAL INVOICE Chq/Bacs TO WHOM PAID DETAILS INC VAT bacs 36 PME Maintenance Ltd CCTV signs cherry picker Alsager Rd IR and Albert St (50% share with Darren240.00 Alsager Road) bacs 37 Audley Millenium Green Trust Donation 800.00 bacs 38 HMRC NICs contributions P11D 17/18 157.32 bacs 39 C Withington Land reg x 2 - Heathcote road 12.00 bacs 40 C Withington Bunting 169.79 bacs 41 D&G Bus Services Bus Services May 2140.36 bacs 42 Newcastle Borough Council Design and construction fees Harrison Close 3474.60 AM Grass cutting no 3, 4, 5, Mgard/Hend/Abank x2, Wynbank x 3, seats, Nbrd Mgreen, Lifering leddys, Triangle Alsager Rd bacs 43 Steve Hough x1, inspection 2372.00 bacs 43 Steve Hough ON 18 Removed noticeboard Hend and fitted new 136.00 bacs 43 Steve Hough ON 70 Leddys bin 60.00 bacs 43 Steve Hough ON 26 Batteries Bignall Hill 15.05 and New Rd 20.05 30.00 bacs 43 Steve Hough ON 29 Albert Street rubbish and Halmerend ASB rubbish 30.00 bacs 43 Steve Hough ON 32 Halmer End sign on new goal and repair seat 170.00 bacs 44 Mrs C Withington Salary June 1481.16 bacs 45 Mrs C Withington Expenses June 95.00 bacs 46 Staffordshire Pension scheme Pension May 581.53 bacs 47 H M Revenues and Customs Tax and NI May 517.15 bacs 49 Mrs C Withington 60 stamps Albert Street/agenda 36.60 bacs 50 SPCA Chair Training N Hayes 20.00 bacs 51 ICO Renewal of subscription 40.00 Monthly total 12563.51

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